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Domestic Travel

Any TWU Employee traveling on University business must obtain permission in advance of the trip. A Request for Travel Authorization (RTA) form must be completed prior to travel. RTA’s are not required for prospective employees.

Upon approval, travel arrangements are made. The form must be completed based on allowable rates and vendor quotes. The total estimated cost of the trip along with the Department account to be charged must be entered onto the form. The departmental account number provided on the RTA must also match the Department account number provided on the Travel Voucher.

The employee obtains both the supervisor and account holder’s signatures verifying funds available and that traveling using University funds is approved. Blanket RTAs are not acceptable. Each Travel Voucher must be accompanied by a trip specific RTA.

Required Documentation:

RTA with the following signatures: Traveler, Supervisor, Accountholder, and ORSP (if using a grant account)

Travel Voucher with the following signatures: Traveler, Supervisor, and ORSP (if using a grant account)

Odometer readings for personal vehicle mileage or

Google Maps verifying personal vehicle mileage

All itemized receipts for all expenses including, but not limited to:

Meals

Hotel

Vehicle rental (the bill should have a zero balance, not a deposit amount or amount due)

Gasoline purchases for rental car

Public transportation – bus, shuttle, taxi, ride share

Parking

Tolls

Registration

The preferred method of submitting completed travel documentation to Procurement Services is to scan and email everything to twutravel@twu.edu.

If you submit a hard copy, be sure receipts smaller than 8 ½” x11” are taped to an 8 ½” x11” sheet of paper. Do not tape or highlight over any printed portion of receipts as it erases the printing making the receipts illegible.

Contracted Travel Agencies

Short's Travel ManagementOnline Booking Tool: www.shortstravel.com/texasE-mail: texas@shortstravel.comToll Free Number for Reservations: 1-888-846-6810From Monday through Friday 8:30am - 5:00pm CST, the toll free number rings to Short's Travel Management.From 5:00pm - 8:30am CST, in the case of a travel emergency, the toll free number will be transferred to Short's after hour's service. (Please note: there will be an additional charge of $15 per call.)

Rental Cars

Rental car arrangements should be made directly by the employee to ensure state rates and establish payment method. If employees do not use a contracted rental car agency, they must complete a Contract Travel Vendor Exception form.

Be aware that insurance (CDW, LDW, etc.) is included in the State of Texas contract with all Enterprise and Hertz locations and with most Avis locations. All additional insurance and products (such as GPS or road Side Assistance) should be declined unless the traveler is willing to pay for the expense. Charges associated with such items will not be reimbursed.

1-866-398-5080Texas State Rate Identifier for TWU: TX731Using the link provided above will take you directly to the TWU dedicated webpage. By booking through this link, you will be certain that you are receiving the contract rate and that all insurance coverage is already included in that rate.

Enter your Hertz State rate identifier code. A box will appear where you should choose booking for “Business” or “Leisure” and click “yes”. The system will automatically quote the State of Texas rate that has been negotiated.

Click “Book as Guest.”

Select Car type, and then the system will advance to choose extras.

DO NOT accept the optional coverages, Loss Damage Waiver, Liability and other optional services set by State guidelines, click submit.

Enter Name, email address and if you have flight information, click submit.

A screen will appear with your confirmation, and you will also receive an email with your confirmation.

A non-contraced rental car agency may only be used if a contracted agency is not available. When using a non-contracted rental car agency:

Taxi, Bus or other mode of mass transit

Actual cost of transportation provided by taxi, bus or other mode of public transportation is reimbursable if incurred to conduct state business and if it was provided by a commercial transportation company.

Actual invoices are preferred but not required, however expenses must be itemized on the Travel Voucher form. When sharing transportation, only the employee who paid for the service may be reimbursed.

Network transportation Driver or Limousine

Actual cost of transportation provided by a network transportation driver (Uber, Lyft, etc) is reimbursable if incurred to conduct state business and if it was the most cost-effective mode of transportation available

Actual invoices are preferred but not required, however expenses must be itemized on the Travel Voucher form. When sharing transportation, only the employee who paid for the service may be reimbursed.

Personal Vehicle

An employee traveling by personal vehicle must carry insurance as required by the State of Texas. An employee traveling in any non-University vehicle does so at his/her own risk. TWU accepts no responsibility for vehicle or other damage, personal injury, claims filing, vehicle repair, maintenance, insurance costs, towing or citations. Gas receipts for gas purchased for a personal vehicle will not be reimbursed. Gas expense is covered by mileage reimbursement.

Travelers should keep point to point odometer readings using the Mileage Log provided in the Forms and Instructions section of this website when claiming mileage for travel by personal vehicle. Mileage within five (5) miles of the traveler's Designated Headquarters is not reimbursable. Mileage will be reimbursed at a rate up to the current maximum rate of 53.5 cents/mile.

Texas Woman's University is not required to reimburse employees at the maximum rate. Departments within TWU may specify a mileage reimbursement rate that is lower than the maximum allowable rate per mile under Texas Government Code Section 660.007(b). The department must notify affected individuals in writing about the lower rate before implementing it.

Mileage to an employee's designated headquarters is not reimbursable regardless of the time or day of travel. For instance, mileage to your headquarters on a Saturday will not be reimbursed.

Personal vehicle mileage may only be claimed in one of these ways:

Using actual odometer readings from the traveler’s vehicle if a mileage log is included or referenced on the Trave Voucher that includes dates of travel and point to point locations.

Using Google Maps internet mapping service specifically. No other internet mapping sites will be accepted.

Travel to and from Residence in a personal vehicle

Mileage may be calculated to/from residence if the traveler:

Leaves his/her residence before working hours. Working hours are defined as 8a-5p Monday through Friday.

Leaves the duty point after working hours.

The residence is closer to the duty point than your headquarters.

The traveler must provide point-to-point mileage and business purpose for each trip by using either:

Odometer readings entered on the Mileage Log.

Google Maps internet mapping service specifically. No other internet mapping site will be accepted.

Out-of-state Travel

When a personal vehicle is used for out-of-state travel, the employee must claim reimbursement based on the lesser of:

Reasonable expense of travel from headquarters to the nearest commercial airport plus round-trip contract airfare from the nearest airport to the out-of-state destination and reasonable parking expenses. This may include what the taxi or limousine fares would have been from the point of destination to the employee’s lodging and return had the employee traveled by plane. This should be figured using the Justification of Mileage vs. Airfare form.

The actual out-of-state mileage at the current state rate per mile.

Employees Traveling Together

When multiple employees travel on the same date to the same place by personal vehicle, they are expected to share transportation. There should be at least four (4) persons to a car. Each passenger may submit a Travel Voucher to claim meals and lodging and must provide the name of the person who furnished transportation. Only the owner of the vehicle may claim mileage. No gas expenses will be reimbursed to any person in the car.

Air Travel

This section is applicable for TWU employees, prospective employees, or TWU students traveling for University sanctioned activities only. Guest Lecturers or Performers airfare cannot be reimbursed or purchased using the Air Card. It is recommended that all airline arrangements be made using the Departmental Air Card. If a traveler chooses to purchase his/her own airfare, be aware that the cost of airfare will be reimbursed only after travel is completed.

The following process should occur before charges are made on the Air Card:

The traveler completes an Air Travel Authorization form (ATA) requesting permission to fly using departmental funds.

The traveler submits the ATA to the appropriate department head for approval.

Upon approval, the ATA is given to the Air Card Administrator so that he/she can purchase the traveler’s airline ticket(s).

The State allows for its agencies to specify a travel expense payment or reimbursement rate that is less than the maximum rate allowed. In an effort to comply with the requirements to conserve funds, TWU has adopted some policies more restrictive than those specified on the state website. In these cases, TWU employees will follow the policies outlined on this website unless instructed otherwise by the department that is paying for the employee's travel expenses. Departments within the university may specify reimbursement limits that are lower than the maximum allowable under Texas Government Code Section 660.007(b). The department must notify affected individuals in writing about the lower reimbursement rate before implementing it.

When using State funds travelers are required to use State Contracted Hotels. If the traveler does not use a state contracted hotel AND one was available at the duty point, then a Contract Travel Vendor Exception form must be completed and submitted with the Travel Voucher form. This exception has no bearing on the allowable rates.

Once your travel has begun, remember these tips:

No reimbursements are allowed for personal expenses such as:

Loss of stolen articles

Alcoholic beverages

Damage to personal vehicles, clothing, or other items

Services to gain entry to a locked vehicle

Movie charges to hotel bills

Expenses resulting from personal negligence of traveler (such as fines)

Entertainment expenses

Towing charges

Expenses for children, spouses, and companions while on travel status

Safe deposit box

Keep ITEMIZED receipts for all travel expenses both in and out of State.Lodging

In-State Lodging

Attach the original lodging receipt. The following must be included on the receipt:

Name of the traveler

The hotel name and address (if the hotel does not provide you may handwrite it on the receipt)

A receipt that has been altered by any person other than the entity issuing the receipt is unacceptable. The paper version of a receipt delivered through the Internet or electronic mail by an establishment or its central reservations office, by a travel agency or by broker is acceptable. A receipt to which additional information has been added is considered unaltered if the additional information does not conflict with the original information on the receipt.

The employee is required to present a state occupancy tax exemption card and the hotel should not charge state tax. City and county tax are reimbursable as incidental expenses in relation to the allowable lodging rate. The State Occupancy Tax Exemption form is available on-line, or cards can be obtained from the Travel Coordinator in the office of Procurement Services.

Lodging expenses above the allowable rate may be paid provided one of the following is true:

All of the lodging expenses are paid using allowable local funds

Excess lodging expenses are paid using allowable local funds

No prior Procurement Services approval or forms are required.

Out-of-State Lodging

Attach the original lodging receipt. The following must be included on the receipt:

Name of traveler

The hotel name and address (if the hotel does not provide you may handwrite it on the receipt)

A receipt that has been altered by any person other than the entity issuing the receipt is unacceptable. The paper version of a receipt delivered through the Internet or electronic mail by an establishment or its central reservations office, by a travel agency or by broker is acceptable. A receipt to which additional information has been added is considered unaltered if the additional information does not conflict with the original information on the receipt.

Out-of-state taxes are reimbursable as incidental expenses in relation to the allowable lodging rate.

Request for Increase in Lodging – using State funds

When using state funds, Procurement Services may approve a lodging reimbursement rate that is higher than the State Comptroller’s Allowable Rates. The request must be on the Authorization to Pay Above Allowable Rates and be received by the Travel Coordinator in the office of Procurement Services no later than the 10th business day before travel begins. Procurement Services will grant the request only if one of the following is true:

Granting the request would result in a decreased total cost of travel to the state or

No safe lodging is available for less than or equal to the Comptroller’s maximum lodging reimbursement rate for the duty point

An employee may decrease the meal reimbursement and apply that to receive a greater lodging reimbursement. The total meals and lodging must be less than or equal to the total maximum meal and lodging reimbursement allowed by the state. This must be noted on the Travel Voucher form. Applying meals to lodging will cover excess lodging only. Taxes associated with the excess lodging expense will not be covered and will be the traveler’s responsibility.

Increase in Lodging – using local funds

Lodging expenses above the allowable rate may be paid provided one of the following is true:

All of the lodging expenses are paid using allowable local funds

Excess lodging expenses are paid using allowable local funds

No prior Procurement Services approval or forms are required.

Shared Lodging

Sharing a room with another state employee is subject to the same limitations noted for in-state and for out-of-state travel. The lodging receipt must show proof of payment from both parties or the hotel should provide separate receipts. If two employees (A & B) share a room and employee A pays the bill in full, then employee B must pay employee A separately and obtain a receipt showing proof of payment. Employee A will not be reimbursed for the total bill. Sharing a room must be noted on the Travel Voucher form by both employees.

Meals

Meal expense reimbursement is not a per diem. An employee must claim the actual expenses incurred for meals and not exceed the maximum allowable rate. The maximum allowable rate should not be claimed unless the actual expenditures equal or exceed that rate.

Alcohol is NOT reimbursable. Tips and gratuities are reimbursable. Tips and gratuities count toward the traveler's meal allowance, and will be reimbursed up to the allowable rate for meals. The meal allowance may not be exceeded due to tips or gratuities. Delivery/service fees (commonly applied to room service meals) are also considered part of the meal expense and will be reimbursed up to the allowable rate for meals. Gratuities and tips are not reimbursable when using State funds.

Any amount that exceeds the allowable daily rate for meals will not be reimbursed. Meal allowances may not be borrowed from one day to pay an amount in excess of the allowable rate for another day.

Meal costs incurred during non-overnight trips, regardless of the length of travel time, are NOT reimbursable. Unless the date changes during your trip, no meal expenses can be claimed.

The State allows for its agencies to specify a travel expense payment or reimbursement rate that is less than the maximum rate allowed. In an effort to comply with the requirements to conserve funds, TWU has adopted some policies more restrictive than those specified on the state website. In these cases, TWU employees will follow the policies outlined on this website unless instructed otherwise by the department that is paying for the employee's travel expenses. Departments within the university may specify reimbursement limits that are lower than the maximum allowable under Texas Government Code Section 660.007(b). The department must notify affected individuals in writing about the lower reimbursement rate before implementing it.

In-state Meals

In-State meals are limited to the State Comptroller’s allowable rates. For any city not specifically listed, the maximum meal allowance is $51. The maximum should not be claimed unless the actual expenditures equal or exceed the maximum allowable rate. Receipts are not required.

Out-of-State Meals

Out-of-State meals are limited to the State Comptroller’s allowable rates. The employee must know the state and city of duty point to search the web page. For any city not specifically listed, the maximum meal allowance is $51. The maximum should not be claimed unless the actual expenditures equal or exceed the maximum allowable rate. Receipts are not required.

Packaged Travel

When using travel services companies such as Travelocity or Expedia please use the following guidelines to ensure your maximum reimbursement:

Do NOT bundle any travel services regardless of destination. Do not book air, hotel and/or rental car on the same purchase. These companies do not provide sufficiently detailed receipts to satisfy the State’s auditing requirements, and you will not be reimbursed.

Do NOT book a hotel stay in Texas. These companies do not provide a breakdown of taxes and fees. As a tax exempt agency, we must be able to provide the State proof that no state taxes were paid. Any taxes or fees charged by travel service companies on hotel stays in Texas will NOT be reimbursed.

Also remember that travelers must use contracted vendors whenever possible.

Under no circumstances should a traveler package or bundle travel service purchases. Purchasing any combination of travel services (airfare, rental car and hotel accommodations, for example) in one transaction through a travel services website such as Travelocity or Expedia many times results in no reimbursement for the traveler. These companies do not provide receipts with enough detail to satisfy the State’s auditing requirements.

Travel to Washington D.C.

ONLY if the trip to Washington, D.C. involves activities to obtain or spend federal funds or impacts federal policies, the supporting documentation must include proof that, prior to the trip, the Office of State-Federal Relations was informed about the timing and purpose of the trip and was provided the name of an individual who could be contacted for additional information about the trip.